Old Park Farm Garden Holders Association

Present:  John Stooke, Mark Robinson, Jane Bowden, Tom Hutchinson

Apologies: Simon Hudson, Wendy Thomas, Carol Brier, Charles Dewa

Observer: 

Meeting opened at 11.05am

The minutes from the previous meeting held 21^st November 2021 were accepted. Proposed by MR and seconded by TH.

Matters Arising

• Strategic/Financial Plan: JS to organise a meeting of the group (JB, JR, MR and SH) – ongoing
• FCA: Still no response from FCA re annual charges for submitting Accounts.  MR to submit accounts shortly so will get information at that point.
• Water leak/Lease:  The water people will be returning on 28^th February to complete the work.  Steve Yorke reported that the stopcocks before and after the meter have now been turned off although when only the second one was turned off, the meter continued to turn, albeit slowly, suggesting there is another leak or the stopcock hadn’t been fully turned off.  Jo Tarrant is aware that the leak being fixed is a condition of us signing the new lease/management agreement.
• Sub committees: a. Funding: WT, MR and SH have been working on funding options, b. Social – JS and JB to discuss, c.  Legal – JB, JS and Barry to meet with the aim of getting the group set up by the end of May, d. Others all agreed that we should aim to make progress on these by end of May, especially as so many people had volunteered to help.  JB agreed to have a go at drafting some terms of reference.
• Hedges: Only one hedge remains a cause for concern. JS
• Noticeboards: JS is still working on the design of these.
• Key Register: Done
• Stock Control sheet for the shop:  JS/MR to devise something before the AGM.
• Following the inspection, RB had been readmitted to the committee.  However, he has not been in contact regarding the committee and the plot remains in an unsatisfactory state despite assurances.  JS/SH/MR
• Website:  Awaiting information from Carol

Treasurer’s Report

• Current financial situation:  MR explained that the rent bill was expected imminently and should be covered by our surplus.  We currently have about £2350 available for spending (the rest is required for liabilities such as key deposits, water bill) until the end of September.  This means we are in a reasonable position. 
• BBQ:  £72 was still outstanding for the strimmer (MR/JS to chase). 
• Accounts: Will go to the auditor (Perveen Hussain) this week.  Most of her recommendations from last year had been acted upon although we still need to finalise the stock check and the register for accessing the hut.  MR/JS
• Rents:  One tenant remains in arrears with his rent.  All agreed this was unacceptable and unfair on other tenants.  MR/JS/SH to follow up on this

Secretary’s Report

• Vacant plots:  New tenants have made good progress on their plots.
• Plot 1:  Following a discussion by JS with the tenant, there has been significant improvement which was welcomed.  All agreed JS had handled the situation well.
• Eviction:  As agreed, the Secretary has broken into plot 10/11.  There is nothing of value but a lot of rubbish left, so MR will organise a skip.
• The question of ‘bequeathing’ a tenancy to a family member or friend if they have been involved in working the plot over a period of time will be clarified by the group looking to standardise all the policies and procedures. Review of tenancy agreement/rules to clarify 6 month probationary period and 3 month review of progress and dealing with those who do just a small amount of work to stop the procedure then neglect their plot again. (JS)
• Trees: Have been trimmed as far as we can reach.  Thanks to Steve Yorke
• Policies:  See matters arising

Any other Business

• Damaged Polytunnel: The Community polytunnel had been damaged in recent gales.  MR to find out if this is covered by our insurance policy.
• Damage to lane:  The recent bad weather has led to damage to lanes.  JS to order hardcore for potholes and to ask tenants to refrain from driving vehicles on very muddy roads
• MR indicated that he may not be renewing his tenancy next year.  It was agreed to ask for volunteers to take over as Treasurer at the AGM.

Rolled over items

• Toilet (WT)
• First Aid kit (WT)
• Defibrillator (WT)
• Keys to the hut (SH)

Date of next meeting:  20^th March 2022 10.30 in the polytunnel to prepare for the AGM on 27^th March. (AGM subsequently postponed to 24^th April 2022)

Present:  John Stooke, Mark Robinson, Jane Bowden, Winnie Beck,  Charles Dewa, Wendy Thomas, Carol Brier

Apologies: Simon Hudson

Observer: 

Meeting opened at 10.35

The minutes from the previous meeting held 27th June 2021 were accepted. Proposed by MR and seconded by WB.

Matters Arising

• Strategic/Financial Plan: JS to organise a meeting of the group (JB, JR, MR and SH)
• FCA: JS still awaiting reply.  .
• Lease:  Awaiting response from Council however, the council had sent a surveyor who had found the leak and would be reporting back to the council that it would cost about £4500 to £5000 to fix.  Jo Tarrant is aware that the leak being fixed is a condition of us signing the new lease/management agreement.
• Sub committees: JS is working on setting these up
• Hedges: the main problematical hedges had now been sorted out although there are a few new ones that JS will check up on.
• Noticeboards: JS is still working on the design of these.
• Key Register: JS has done this with just 1 key outstanding
• Stock Control sheet for the shop:  JS/MR to devise something once the shop is up and running next year.
• Following the inspection, RB had been readmitted to the committee.

Treasurer’s Report

• Current financial situation:  MR explained that we currently have about £8745 in the bank of which about £2445 is available for spending (the rest is required for liabilities such as key deposits, water bill, rent).  This means we are in a reasonable position.  WB was concerned that this was insufficient given our plans for developing the site but it was agreed that major development such as the hut would need to be financed by a special pot of money from a grant (WT investigating this) rather than our normal subscriptions.  The amount we have should be sufficient to cover roadstone, skips etc.
• BBQ:  All agreed the BBQ had been extremely successful both in terms of enjoyment and also financially.  The raffle had raised £240, the auction £300 and £60 was given in donations.  Costs were £400 so the profit was £200.  £72 was still outstanding for the strimmer (MR/JS to chase).  Unfortunately, only about half the tenants attended the BBQ, most attendees were friends and family.

Secretary’s Report

• Vacant plots:  4 vacant plots have been let following extensive work by JS, Steve Yorke and Steve Williams to get some of them into a decent condition.  There is likely to be another plot available at the end of January.
• Eviction:  JS reported that he had been unable to get a response from the tenant of plot 10/11 despite multiple attempts, so all agreed that he should remove the padlock, the tenant informed that their tenancy had ended and that the plot should be let. 
• Rents:  Only one tenant continues to owe money for their rent.  JS to follow up.
• JS/JB to clarify in Association policies, procedures and other rules about ‘bequeathing’ a tenancy to a family member or friend if they have been involved in working the plot over a period of time.
• Waiting list:  JS had reduced the list to between 35 and 40 by removing duplicates on the council list and our list.
• Trees: JS had contacted Network Rail who were not interested in the H and S aspects of the trees unless they threatened the line/trains.  Therefore, JS will contact Steve Yorke about cutting off branches which overhand our land and are felt to be a threat once the leaves have all dropped.
• Rent Invoice:  Not received from the council.
• Water:  All agreed that water will be turned off on Monday 29^th November.  (Subsequently changed to 22^nd November due to forecast of freezing weather).
• Policies:  JB reported that policies and procedures had been revised following comments and suggestions at the AGM.  These have now been sent to JS.  Barry Mitchell had made a number of comments about disparities between different documents, and it was agreed to contact him and to use his skills to help us standardise the documents.  (JS/JB)

Any other Business

• Damaged Polytunnel: As the damage is not covered by the Association’s RHS insurance policy, WB asked if the Association could give her a donation to help with replacing the damaged tunnel.  It was felt that this would set a difficult precedent, especially as other people who had suffered damage on their plots had not been given financial help in this way.  JS agreed to provide her with some plastic sheeting, and it was also agreed that JS would remind/inform tenants that it was their responsibility to get insurance for their own plot if they wished to.  A reduced rate is available from the NAS.
• Plot 1: There was considerable concern over the lack of progress over the past 2+ years on this plot and the amount of stuff that had been brought to it.  Although the review procedure had been started in the past, the tenant had done a small amount of work so the procedure was halted and would need to start again from the beginning.  It was agreed that JS would draft a letter to the tenant advising him of the committee’s concern and instructing him that he must make progress on preparing this plot for the next season, i.e. weeding, grass cutting.  This draft to be circulated to the committee first.  JS to review the eviction procedure to deal with people who repeatedly do a minimum to stop the procedure then fall behind again.
• Advertising/Communication/noticeboards:  It was suggested that there should be a newsletter including adverts for items that were wanted or offered.  It was pointed out that this was something for the Communication group and that this needed to be set up with a terms of reference as soon as possible (JS)
• Social event: Although it was felt that a social event for Christmas may be difficult to organise in time for this year, it was agreed that we would like to have more social events and that setting up the Events Committee and its terms of reference was a priority. (JS)
• Website:  CB had developed a new website for the Association.  She agreed to ensure that information from the current one was transferred to it.  Once it was up and running the committee would review it.

Rolled over items

• Toilet (WT)
• First Aid kit (WT)
• Defibrillator (WT)
• Keys to the hut (SH)
• Review of tenancy agreement/rules to clarify 6 month probationary period and 3 month review of progress and dealing with those who do just a small amount of work to stop the procedure then neglect their plot again. (JS)

Date of next meeting:  Wednesday 19^th January at 7pm in the Admiral Rodney pub provided we can get agreement to this (JB)